A.I. Phone | Call Back Time Given
Captures a requested callback time and runs the full callback plus daily follow-up sequence, branching on booked, call-back, or keep-calling outcomes.
When a contact tells the AI they want to be called back at a specific time, this automation captures that preference and manages the entire callback scheduling process. It runs through a structured pre-callback sequence — confirmations, reminders, and wait steps timed precisely to the requested callback window. At the scheduled time it branches into multiple paths based on what happens: successful connection, no answer, or rescheduling request — each with its own follow-up sequence. The lower section of the workflow handles second and third attempt scenarios with their own branching logic, ensuring every promised callback is honoured or followed up on until a resolution is reached.
A promised callback that doesn't happen is one of the fastest ways to destroy trust with a prospect. This automation makes it impossible to miss a scheduled callback — the system tracks the commitment, times the outreach precisely, and handles every outcome automatically. For high-ticket or considered purchases where the prospect has taken the time to schedule a call, this level of reliability communicates professionalism and builds the trust needed to close the deal.
This sits within the AI voice management layer as the scheduling and reliability engine for callback commitments. It works in tandem with the outbound call automation — where automation 2 initiates proactive outbound calls, this automation honours the ones the prospect has specifically requested. Together they ensure the AI phone system never drops a commitment, never misses a window, and always has a defined next action regardless of what happens on the call.
Automatically call leads using an AI phone agent, track the number of call attempts, respond to booked appointments and requested call-back times, repeat follow-up calls during business hours, and move unresponsive contacts through the appropriate CRM pipeline stages.
The build — trigger → steps → branches
Contact Tag Added
Contact Tag Added
The trigger tag must be selected in the workflow settings.
Enable Drip Mode
ActionDrip Mode · 1 Contact every 1 Minute
Control how quickly contacts enter the outbound calling sequence; prevent excessive simultaneous AI calls.
Wait Until Business Hours
WaitWait · Mon–Fri, 9:00 AM to 5:00 PM
Ensure the first outbound call only occurs during weekday business hours; hold contacts until the next valid window.
Create or Update Opportunity
ActionCreate / Update Opportunity · initial AI outbound call stage
Create or update an opportunity and record the contact as an active outbound calling opportunity.
Tag Contact
ActionAdd Contact Tag · ai call outbound
Mark the contact as being part of the AI outbound calling process.
Make AI Outbound Call
ActionAI Voice Call · {{contact.phone_raw}} · model {{custom_values.ai_voice__model_id__outbound}}
Trigger the first AI-powered outbound call to the lead; API key {{custom_values.ai_voice__master_api_key}}; contact name {{contact.first_name}}.
Add Call Note
ActionAdd Note · "Call Made - {{right_now.second}}"
Record that an outbound call was initiated.
Increase Call Count
ActionUpdate Field · Call Count + 1
Increase the contact's total AI call-attempt count.
Wait for Call Completion
WaitWait · Call status contains "complete"
Pause the workflow until the AI calling service reports that the call has ended.
Did They Book or Request a Call-Back?
Contact has the tag "sales call | scheduled".
Remove From Workflow
ActionRemove From Workflow
Stop all future AI call attempts once the contact books a sales call.
Voice OS | Call Back Time contains a value.
Set Event Start Time
ActionSet Event Start Time · {{contact.os_voice__call_back_time}}
Use the requested call-back time as the scheduled event time.
Clear Call-Back Time Field
ActionUpdate Field · Voice OS | Call Back Time (clear)
Reset the field after the requested time has been captured so a new call-back time can be stored later.
Wait Until Call-Back Time
WaitWait · until requested call-back time
Hold the contact until the requested call-back time.
Make AI Outbound Call
ActionAI Voice Call · {{contact.phone_raw}} · model {{custom_values.ai_voice__model_id__outbound}}
Call the contact at their requested time; API key {{custom_values.ai_voice__master_api_key}}.
Add Call Note
ActionAdd Note · "Call Made - {{right_now.second}}"
Increase Call Count
ActionUpdate Field · Call Count + 1
Wait for Call Completion
WaitWait · Call status contains "complete"
Check Call Outcome Again
If / ElseBooked / New Call-Back Time / Keep Calling
Booked -> Remove From Workflow. New Call-Back Time -> go to Set Event Start Time and repeat the call-back sequence with the new time. Keep Calling -> go to Wait 1 Day and enter the daily follow-up loop.
Contact has not booked a sales call and has not provided a call-back time.
Wait 1 Day
WaitWait · 1 Day (Mon–Fri, 10:00 AM to 5:00 PM)
Space follow-up calls at least one day apart within the approved calling window.
Enable Drip Mode
ActionDrip Mode · 1 Contact every 5 Minutes
Throttle follow-up calls across the active contact list.
Check Calling Hours
WaitWait · 1 Minute delay (Mon–Fri, 10:00 AM to 5:00 PM)
Confirm that the next call occurs during the approved business window.
Create or Update Follow-Up Opportunity
ActionCreate / Update Opportunity · follow-up / attempted-contact stage
Move or update the contact in the configured follow-up pipeline stage.
Make AI Outbound Call
ActionAI Voice Call · {{contact.phone_raw}} · model {{custom_values.ai_voice__model_id__outbound}}
Make another AI follow-up call; API key {{custom_values.ai_voice__master_api_key}}.
Add Call Note
ActionAdd Note · "Call Made - {{right_now.second}}"
Increase Call Count
ActionUpdate Field · Call Count + 1
Daily Call Outcome
If / ElseBooked / Call Back / Keep Calling
Booked -> Remove From Workflow. Call Back -> go to Set Event Start Time (scheduled call-back sequence). Keep Calling -> check number of call attempts.
Number of Call Attempts
If / ElseCalled <7 / Called 7+
Fewer than 7 -> go to Wait 1 Day and repeat the daily follow-up. 7 or more -> Move Opportunity to No Response Under 14 Days, Wait 7 Days, then Move Opportunity to No Response Over 14 Days for long-term reactivation or manual review.